Administrative Assistant for School Age & Camp
Job Details
Full Time
High School
$20.00 - $20.00 Hourly
Admin - Clerical


This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Administrative Assistant for School Age and Camp position at the Valley Shore YMCA is responsible for delivering high quality customer service, the billing and collection of funds, registration requirements, OEC licensing requirements, and preparing records and reports needed to effectively run the operation of the department.

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day.  We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.


  1. System set up of programs into computer system and process all registrations, enrollments, transfers and terminations for assigned programs in a timely and accurate manner.
  2. Prepares bills for all assigned programs in a timely and accurate manner, including 3rd party, government billing and tax statements.
  3. Sets up and maintains payments for assigned programs and updates expiring credit cards
    a. Researches inquiries and billing disputes for assigned programs
    b. Processes collection efforts for past due balances and ensure Daxko Collections Manager and Return Manager are up to date
    c. Processes refunds to members and campers as needed
  4. Creates rosters and assists Program Director with Daxko reporting
  5. Attends and participates in program activities, staff meetings, and staff training and works directly with children at assigned sites, as needed
  6. Responsible for following and maintaining Office of Early Childhood Education (OEC) Licensing requirements at assigned sites, including
    a. OEC Registry and BCIS (Backg
    round Check Info System) updating and management
    b. Staff onboarding paperwork and record keeping for assigned sites
  7. Deliver exceptional service by remaining positive, listening, and communicating with respect to members, staff, and youth; uphold YMCA policies and procedures.
  8. Other duties as assigned


  • Communication & Influence
  • Developing Self & Others


  • Strong computer skills, including word processing, spreadsheet, and billing systems
  • Able to evaluate and self-learn computer applications including Daxko, excel, word
  • Strong oral and written communication skills
  • Precision and extraordinary attention to details
  • Strong analytical ability to problem solve complex financial transactions
  • Ability to work independently and as party of a team to accomplish organizational goals
  • High school diploma or equivalent
  • Prior experience in billing, collections, or bookkeeping roles


  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • 90% of work time will be on a computer
  • Position may require bending, leaning, for filing and office equipment utilization.
  • Ability to participate in activities directly with children, including physical activities.
  • Sufficient strength, agility and mobility to perform essential functions of the position and to supervise program activities and respond to emergencies and challenging situations
  • Ability to speak concisely and effectively communicate
  • Visual and auditory ability to respond to critical situations
  • Ability to view/enter data for long periods of time
  • Ability to work occasional weekend or evening hours for project completion
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